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DARS Newsletter January 2016

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Introduction

Dear Users,

Welcome to this month’s DARS Newsletter. Older newsletters can be found at https://www.darscentral.ox.ac.uk/newsletters, with newsletters since May 2015 held at http://darswiki.bsp.ox.ac.uk/index.php/DARS_Newsletters. And remember that you can contact the DARS helpdesk via dars@admin.ox.ac.uk.

In this issue:

New Support Centre Staff
Data Entry Assistants
Reporting Duplicates
New User Requests


DARS news and features

New Support Centre Staff

We have recruited Sarah Dearling and Sean Weston to work with the Data team as Data Entry Assistants. They will be concentrating on post-migration tasks for Hertford College and the Ashmolean museum, focussing on de-duplication of constituent records.

We have also just finished another round of recruitment for more Data Entry Assistants.

Reminders

Data Entry Assistants

Our Data Entry Assistants are a valuable resource for the whole of the DARS community, assisting with DARS-related data entry tasks such as processing contact update forms, for periods between ten and twenty hours per week. However, please remember that requests for them to act as temporary staff to fill in due to sickness, other absence, or recruitment problems are not appropriate. Also, please bear in mind that there are certain areas of DARS, such as BBIS, Marketing and Communications, and Revenue Importing, that are advanced and should therefore be carried out by your own permanent staff.

Reporting Duplicates

Thank you to everyone who has been busy identifying duplicates on DARS and reporting these to the Support Centre. The initial identification and subsequent merging of duplicate records results in a cleaner, richer database, as well as allowing better compliance with the Data Protection Act. To help increase understanding of how the support centre merges records, we’d like to remind you about our policy document that explains what we look out for, what data is merged, etc. It also explains the added precautions that we are taking when merging records of donors, especially when both are donors, since there are Gift Aid implications (and how reversing a wrongly merged record is extremely time-consuming and difficult when donations are involved). We’ve also slightly updated our requirements from you when reporting duplicate records. The full policy can be read on the DARSWiki at http://darswiki.bsp.ox.ac.uk/index.php?title=Merging_Records. In order to help us to help you, please report duplicate records that you identify in groups of no more than 25. We did eventually process the request for 1729 duplicate records, but we had to spend a lot of time tracking our progress!

New User Requests

When requesting DARS access for new users – and also changed access – please use the most current versions of the User Access Request Form, rather than a locally held copy of the form. From time to time the form changes – the current version of the form can be found on the DARSCentral website at https://www.darscentral.ox.ac.uk/useraccess.

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